Tennessee Federation of Chapters
National Active and Retired Federal
Revised August 17, 2012
I. Authorized Positions 2
II. Position Descriptions 2
III. Travel Expenses 4
IV. Mileage 5
V. Stipends 5
VI. Authorized Travel 5
VII. Revenues 6
VIII. Convention Dates 6
IX. Awards 7
ALL POLICIES DESCRIBED HEREIN SUPERSEDE EXISTING SIMILAR POLICIES
PREVIOUSLY ADOPTED BY THE FEDERATION EXECUTIVE BOARD.
I. Authorized Positions:
A. Executive Board Members:
First Vice President
Second Vice President
Third Vice President
National Legislative Chair
Immediate Past President
B. Appointed Positions (Non-Voting):
State Service Officer
Public Relations Chairperson
State Legislative Officer
II. Position Descriptions For Appointed Positions:
State Service Officer:
a. Provide Board members advice and service regarding federal benefits, etc.
b. Provide advice and assistance regarding federal benefits to Chapter Presidents and Chapter
Service Officers as deemed necessary.
Public Relations Chairperson:
Positively communicate the goals and objectives of NARFE to the public and NARFE
members, promoting understanding and encouraging membership. Assist and encourage
Chapter public relations efforts.
State Legislative Officer:
Act as Federation representative with state officials and legislators pertaining to state
legislation affecting current and retired federal employees.
a. Communicate to Executive Board and Chapter members the goals and objectives of the
Alzheimer’s Program as established by the national office.
b. Collect and consolidate Alzheimer’s funds submitted by Chapters and forward to the
regional chairperson on a timely basis.
c. Provide yearly report to Federation and Chapters on Alzheimer’s contributions.
a. Receive all per capita dues from the Chapters and forward to the Federation Treasurer.
b. Follow up on late or missing per capita dues by January 20.
c. Ensure expense vouchers are in compliance with current policies.
d. Assign voucher number to all expense reports submitted by Federation Officers.
e. Forward all expense reports with voucher to Federation President for approval.
f. Prepare and send per capita dues letters annually to Federation Chapters by November 1.
Chapters shall be requested to send their per capita dues payment to the Federation Financial
Secretary by December 10th. Payments not received by the Federation Treasurer by January
1st will be delinquent.
a. Collect voluntary contributions from NARFE members for political action purposes that
benefit NARFE members and their families.
b. Funds are collected at Chapter meetings and State Conventions; these are recorded
separately and forwarded separately.
c. Forward all NARFE-PAC funds collected to NARFE Headquarters no later than 30 days
d. Provide yearly report to Federation and Chapters on PAC contributions.
a. Meet and establish rapport with legislators and staff.
b. Promote NARFE’s legislative message to legislators and staff.
c. Keep current on legislative and membership issues and status of each.
d. Visit assigned Chapters and discuss issues at least one time each year.
e. Honor all requests for Chapter visits. If unable to attend, provide suitable replacement.
f. Broadcast legislative alerts to assigned Chapters.
g. Report quarterly on activity to Legislative Chair.
h. Coordinate visits with area VP.
a. Work with the existing Global Electronic Messaging System (GEMS) set up and maintained
by National to add or update email addresses of members as needed.
b. Distribute email messages using GEMS as directed by the Federation President.
c. Design and maintain the layout of the website. Coordinate with a web hosting service to
ensure that the Federation domain name and website remain active on the World-Wide Web.
d. Add and update the content of the website to keep it applicable to the Federation and
Chapters. Include content supplied by Federation and Chapter Officers.
e. Make any other content as directed by the Federation President.
a. Notifies Federation Officers of due dates for newsletter articles.
b. Receives newsletter articles from Federation Officers and Chapter members and edits as
necessary. Articles are required from the Federation President, Vice Presidents, Legislative
Chair, and Membership. Other Federation and Chapter members may submit reports to the
Federation President and will be included upon his/her approval and as space permits.
c. Publish newsletter by the first of the designated months of: January (with convention data);
March (with committee chairs designated); June (with convention reports including the
audited financial report); and November with reminders of reports due.
d. Coordinates mailing of newsletter using most current mailing list from NARFE
e. Coordinates development of newsletter with printer/publisher.
f. Furnishes copy of final format to the Federation President for approval prior to publication.
III. Travel Expenses:
Travel expenses for Federation Officers and appointed positions shall be reimbursed as follows:
a. Hotel: Actual cost
b. Meal Allowance: Up to a maximum of $40.00 per day inclusive of tips.
c. On going to or returning from travel that requires overnight lodging, the Officer (or
authorized persons) will be reimbursed for meals as follows:
1. If the traveler departs from home to an away destination before 8:00 a.m., breakfast,
lunch and dinner will be allowed. If departure is between 8:01 a.m. and 12:00 p.m.,
lunch and dinner are authorized. If the traveler departs after 12:00 p.m., dinner is
2. If the traveler returns to his or her residence by noon, breakfast will be allowed. If
arrival is between 12:01 and 6:00 p.m., breakfast and lunch are authorized. If the
traveler arrives home after 6:00 p.m., breakfast, lunch and dinner are authorized.
3. To determine eligibility, departure and arrival times must be stated on the expense
report. Meals will be reimbursed at actual cost not to exceed the maximum daily
d. All times must be stated in either Standard or Daylight Time (e.g. CST or CDT), depending
upon where the day starts.
e. For travel required by air, the lesser of comparative cost between car allowance and travel
by air will be allowed.
f. For partial day travel, authorized persons will be allowed out of pocket costs plus mileage
and food allowances as outlined above for attending such events as Chapter visits, visits to
Congressional offices/town meetings, board-approved seminars/workshops, etc.
g. Receipts: Proper receipts must be attached to Tennessee Federation of Chapters expense
report for any expense claimed.
h. Submit expense reports to the Federation Financial Secretary for receipt not later than six
calendar months from the date an expense is incurred. Unless circumstances beyond the
control of the traveler prevent the timely submission of an expense report, delinquent
submissions will not be processed for reimbursement. Extenuating circumstances may be
considered by the Federation Executive Board on a case by case basis at the next regularly
scheduled meeting. All checks must be cashed in 90 days.
i. Prudent measures are to be exercised by all travelers and travel should be in the best interest
In accordance with Article VII of the Bylaws, travel will be by the most economical means with
mileage reimbursed at the current rate not to exceed that authorized by the IRS Code. NOTE: The
Federation Executive Board has determined that the mileage will currently be paid at a lesser
amount of 40 cents per mile.
Monthly allowances will be afforded to the following positions at the rate indicated:
Federation Secretary: $50
Financial Secretary: $25
Newsletter Editor: $25
VI. Authorized Travel:
Reimbursement for all national sponsored functions shall be on an expense basis for travel and
lodging with a $40 allowance for food subject to the approval of the Federation President within
authorized budget limitations.
The Immediate Past President shall be entitled to the same travel allowances as the elected
All Federation Officers will be allowed two days convention expenses excluding registration.
Sunday travel will be authorized as needed. It is understood that no one will receive expenses in
more than one capacity.
a. National Legislative Training: Paid attendance to the national legislative training shall be
limited to the Federation national legislative chair and one other of his/her choice subject to
b. Region X Meeting: Paid attendance to this meeting shall be limited to the Federation
President and up to two other Officers selected by the President. Normally the other
Officers will include the 1st Vice President but may be expanded at the request of the
President and approved by the Board subject to budget limitations.
c. National Convention: Federation President will attend the national convention and
expenses shall be paid as provided by the budget as approved by the board.
d. National Membership Conference: The Federation Membership Chair plus understudy as
selected by the Chair and approved by the Board will be authorized to attend this
conference. The understudy will be subject to budget limitations and availability of funds.
e. Chapter Officer Training: The Federation shall provide Chapter Officer training at each
Convention. All chapter officers and interested members are encouraged to attend.
The Federation has three primary sources of revenue:
a. Per capita dues: Per capita dues as determined at the 2012 NARFE Convention in
Memphis, Tennessee are: With the exception of honorary members whose chapter dues
have been waived, each chapter shall pay per capita dues of $3.00 each year on all voting
b. Headquarters rebate: The Federation receives revenue from NARFE national office in the
amount of 10 percent of the national dues collected for each Tennessee NARFE member.
The amount per member will vary due to the status of the member; i.e., retiree or current
c. Convention Excess: Any excess revenue from Federation Conventions will be shared
equally (50/50) between the host chapter and the Federation.
VIII. Convention Dates:
The Tennessee Federation convention will be held during the third full week of April each year.
Accordingly, our convention schedule is as follows:
2013: April 15-16
2014: April 21-22
2015: April 20-21
2016: April 18-19
2017: April 17-18
A temporary change may be made in any year in the schedule, and the temporary reschedule date
will be during the week prior to the third week in April or the third week in May and in
coordination with the Region X Field Vice President. Changes may also be made for conflict with
religious and national holidays, motel arrangements, etc.
a. WEIDA WHITE TOLLEY AWARD
The Weida White Tolley Award is given annually to that Chapter which has contributed the
most money to the Alzheimer’s Fund. It is determined on a per capita basis of total chapter
membership as per the October M-114 report of each year. Contributions are counted through
December 31 of each year.
b. LEO POTTS AWARD
The Leo Potts Award is given annually to that Chapter which has contributed the most money to
the NARFE PAC Fund. It is determined on a per capita basis of total chapter membership as per
the October M-114 report of each year. Contributions are counted through December 31 of each
c. As to both of the Awards mentioned above, the winning chapter is announced at the annual
NARFE State Convention. An appropriate trophy and certificate will be presented to the
winning chapter. The chapter shall keep the trophy for one year and return at the next
Convention for presentation to the winning chapter for that year. A nameplate is to be engraved
and placed on the trophy.
d. The Federation Alzheimer’s Chairperson is responsible for making a determination as to
which chapter should receive the Weida White Tolley Award. The Federation NARFE-PAC
Chairperson is responsible for making a determination as to which chapter should receive the
Leo Potts Award. The type of trophy and the engraving thereon shall be the responsibility of the
respective Alzheimer’s and NARFE-PAC Chairperson.